How do you address an e-mail to a company when you have no specific person’s name?
Many years ago, before e-mail was invented, it was proper to use the salutation “Gentlemen.” That seems archaic now, especially since the addressee may turn out to be of the feminine gender. And, when it comes “To Whom It May Concern”, that seems better suited to a legal document than to correspondence.
To use “To Whom it May Concern” reflects you do not have enough genuine concern to put the effort forth to find out who may in fact be concerned about what you are communicating about. I doubt your communication will be taken seriously — or even read.
When I get addressed as “Gentlemen” through any of my sites I know the person didn’t even take the 5 minutes necessary to find out my company is me. I rarely, get past that greeting because I then know the e-mail isn’t directed at me specifically and more than likely is not even something I would be interested in.
As far as “To Whom It May Concern” that isn’t very impressive is it? Generic greetings are just that and will never lend to standing out from the crowd.
What to do? It isn’t impossible to find the correct contact; all you have to do is visit their Web site or pick up the phone and ask. If you are unwilling to do even that much, you could probably e-mail throught their Web site and ask for the contact information you seek.
Have we become “communaphobes” where we are unwilling to pick up the phone and simply ask who the appropriate person(s) would be? If so, for onliners seeking those of us who may be concerned; don’t waste your time — we’re not.
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Hi Judith!
Just wanted to say thank you so much for your advice, I think i was of the “communaphobes”, what you said made me think how silly it was not to call up and just ask!
I just made a call and was told to address it to the HR team!
what would we do without common sense!
thanks again,
anna
Hey, Anna:
Thank you for your kind words and taking the time to post your comments! I’m so glad my advice worked out for you and that your comments will encourage others to do the same.
Hope you get the job!
Hi Judith,
As a separate point on etiquette for addressing, how would you recommend starting an email in response to a, quite formal, business communication to a female where you may know her full name but not a preference as to Ms/Miss/Mrs? Without prior knowledge as to her own style of writing other than being address to me as Dear Mr…, it would seem inappropriate to address such correspondence as “Dear Natasha” and I have a number of female friends who take great offence at the use of Ms so have typically shied away from using it except under exceptionally rare circumstances.
Hey, Michael:
What you can do is address the e-mail as “Dear Miss LastName”. I moved to the southern USA almost 4 years ago where courtesies are still very much in play. Everyone addresses me as “Miss Judi” or “Miss Kallos”. Even folks I’ve come to know pretty well in my day to day travels around town continue to “Miss” me — that’s just a southern thing.
It is more a respect thing than a designation of marital status especially considering I am married. With that said, I’m not clear why some would take “great offense” at being addressed as Ms.. Maybe you can share with us why they have such strong feelings on that?
As I am sure you can imagine, I’ve been addressed every possible way and have never been upset with Miss, Ms. — or even Mrs. before I was married because I knew those sending the e-mail were making an effort to be courteous. Isn’t that what really matters?
You may find you’ll never make everyone happy but one thing is clear — assuming informality is more risky that using a Miss or Ms. if you do not know their marital status.
The key with business e-mail communications is that you do not want to be too informal with people you don’t know. Always reflect the highest levels of formality (respect) until the other side indicates otherwise. HTH!
Hi Judith,
Thanks for that, every little helps (or so a certain UK supermarket chain claims!) and that’s certainly more than a little help as even the OED advisories tend to steer clear of the subject!
A quick straw-poll of the offended females suggest that the insinuation of “Ms” is that the recipient is either a spinster or divorced – probably the downside of the fairer sex being forced to change their address title by way of change of “ownership”
– but that’s a debate which goes way beyond the etiquette of correct business etiquette!!
Thanks for your thoughts on that – I do appreciate the advice and your site should be a compulsory point of reference for the numerous illiterates that I’ve also had to contend with over the years and if you ever need a UK-based co-contributor, please just let me know.
Kindest regards
Michael
Hey, Michael:
Thanks for the clarification on “Ms.” and your kind words. I wonder where being called plain ole’ “Miss” lost it’s appeal? That never offended me before I was married. But I was never a woman’s movement “Ms.” kinda gal either. I know here in the USA that’s where all the Ms. stuff started.
I would love to have you co-contribute from your UK POV. There certainly are differences between your side and mine in the way things are said and done as well as what is considered acceptable.
I’ve already been scolded by UKers for using inquiry vs. enguiry and do get e-mails on a regular basis about whether if using “Cheers” as a closing in business e-mails is appropriate on this side of the pond. I know your unique perspective would be of great value to my readers being that it is a global marketplace after all.
If you have any ideas for a guest article, you (and any other interested parties outside the US) can send their ideas and articles to “guest at business email etiquette dot com”.
Thanks again!
At your service,
Judith